Davie County is accepting proposals from qualified CPA firms to provide special purpose audit services (cash receipts and disbursements) for up to nine non-profit volunteer fire and rescue departments. We invite your firm to submit a proposal to us by 2:00 p.m. April 26, 2017, for consideration. A description of the organizations, the services needed, and other pertinent information follows:

Background
Davie County funds twelve non-profit volunteer fire departments and one rescue squad agency from their General Fund. Davie County contracts with each of these departments to provide fire suppression service in their respective district on an annual basis. This audit requirement is part of the contract with these agencies to be conducted three or four per year. Davie County intends to contract with one qualified CPA firm to perform audit services for all participating volunteer fire and rescue agencies.

Services to be Performed
Your proposal is expected to cover an independent special purpose audit (cash receipts and disbursements) of up to thirteen non-profit fire and rescue agencies.

Period
Davie County intends to continue the relationship with the CPA firm on a negotiation-basis after completion of the first year contract. Each year after negotiation has taken place, a bi-annual contract documenting the terms will be signed. Since one governing board may not obligate future governing boards, the remaining years of the agreement are subject to annual governing board approval. The County of Davie reserves the right to request proposals at any time following the first year of this contract.

All of the above have a fiscal year end of June 30, with the exception of Fork, County Line, Cooleemee, and the Davie County Rescue Squad that have a fiscal year end of December 31. We are seeking proposals for the fiscal year ended June 30, 2016 or December 31, 2016, as appropriate.

Requests for additional information or questions concerning this request for proposal should be addressed to Robin M. West, Davie County Finance Director. Copies of prior year audits and tax filings may be obtained from each respective fire and rescue agency.

Your Response to this Request for Proposal
We request the following information:
1. Detail your firm’s experience in providing auditing services to volunteer fire departments.
2. Discuss the firm’s independence with respect to the thirteen volunteer fire and rescue agencies specified.
3. Identify the partner, manager, and in-charge accountant who will be assigned to our job if you are successful in your bid, and provide details of their relevant experience.
4. Describe how your firm will approach the audit of the organizations, including the use of any association or affiliate member firm personnel and the areas that will receive primary emphasis. Also discuss the firm’s use of technology in the audit. And finally, discuss the communication process used by the firm to discuss issues with the management and board of directors for each fire department.
5. Set forth your fee proposal for the FY 2015-2016 or FY 2016 audits with whatever guarantees can be given regarding increases in future years. Your fee proposal should also delineate hours by level of staff. Please utilize the attached “Summary of Costs” form and be sure to state proposed fees on an itemized per volunteer fire department basis.
6. Describe how you will bill for questions on technical matters that may arise throughout the year.
7. Provide the names and contact information for other similarly sized clients of the partner and manager that will be assigned to this engagement for reference purposes.
8. Describe how and why your firm is different from other firms being considered, and why our selection of your firm is the best decision we could make.

Evaluation of Proposals
Davie County will evaluate proposals on a qualitative basis. This may include interviews with senior engagement personnel to be assigned to our organization, results of discussions with other clients, and the firm’s completeness and timeliness in its response to us.

We would also appreciate a response if you decline to submit a proposal.

Time Schedule for Awarding Contract
The proposal should be submitted by 2:00 p.m., April 26, 2017, at the Davie County Finance Office, 123 S. Main Street, Mocksville, NC 27028 and be clearly marked “Response to RFP for VFD and Rescue Audit Services”. The proposals will be opened at that time. All inquiries and submissions are to be directed in writing to: Robin M. West, Finance Director at the above address. The Finance Office will review the proposals and make a recommendation to the Board of Commissioners on May 1, 2017 at which time the contract will be awarded.